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HEALTHY YOUTH SURVEY 2014 SURVEY COORDINATOR TRAINING.

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Presentation on theme: "HEALTHY YOUTH SURVEY 2014 SURVEY COORDINATOR TRAINING."— Presentation transcript:

1 HEALTHY YOUTH SURVEY 2014 SURVEY COORDINATOR TRAINING

2 Training Steps Healthy Youth Survey 2014 2 1. Please review each slide in this presentation  The sections follow your Survey Coordinator Checklist (online at www.AskHYS.net/Administration or in your box of survey materials)www.AskHYS.net/Administration 2. Complete the Survey Coordinator Training Quiz Located at www.AskHYS.net/SurveyTrainingwww.AskHYS.net/SurveyTraining 3. If you have any questions: Call: 1-877-HYS-7111, or Email: healthy.youth@doh.wa.govhealthy.youth@doh.wa.gov

3 Purpose of This Training Healthy Youth Survey 2014 3 After completing this training, you will:  Have the information needed to successfully implement the 2014 HYS  Understand the IRB requirements for notifying parents and students, and protecting students’ anonymity  Fulfill the Survey Coordinator training requirement

4 Importance of Representative Results Healthy Youth Survey 2014 4  HYS should be administered so that every student in your school who is in grades 6, 8, 10 or 12 can participate  In 2014, schools from eligible “small” school districts can also survey 7 th, 9 th and 11 th graders Find out which grades your school is registered for at: http://www.askhys.net/Registration/Status  The more students that take the HYS, the more representative the results will be of students at your school  If you have low participation in HYS then your results may not be very useful

5 Steps for Administering the 2014 HYS

6 1. Confirm Registration Healthy Youth Survey 2014 6  An email to confirm your registration information was sent September 2 nd to the:  Person who registered the school  Survey Coordinator  Back-Up Survey Coordinator  Principal  Work with your Principal and Back-Up Coordinator to review the registration confirmation email and reply if there are changes needed by September 8 th

7 2a. Notify Parents & Students Healthy Youth Survey 2014 7  Use the approved Information for Parents & Students flyer  The flyer is available online at: www.AskHYS.net/Administration www.AskHYS.net/Administration ◦ Available in English and Spanish ◦ Available in different versions depending if your school is:  Using enhanced surveys - asking the sexual orientation question only, or asking the sexual orientation, behavior and abuse questions  Eligible as a “small” school and surveying students in additional grades 7, 9, and or 11  One version of the flyer is on the next slide

8 Information for Parents & Students Flyer 8

9 2b. Notify Parents Healthy Youth Survey 2014 9  Parents need to be notified by September 29 th with the flyer using one of these approved methods:  Mail the Flyer in a packet with other essential forms/information at the beginning of the school year OR  Mail the Flyer home as a stand alone letter OR  Send the Flyer home with students in a packet of other essential forms/information

10 2c. Notify Students Healthy Youth Survey 2014 10  Students need to be notified by September 29 th with the flyer using both of these approved methods:  Post the Flyer in a school common area, cafeteria or on bulletin boards AND  Tell students about the survey during a school assembly or in the classroom in which they will take the survey

11 2d. Notify by Website Healthy Youth Survey 2012 11  Schools with active websites need to post information about the 2014 HYS and include a link to the Information for Parent & Student flyer  Example web posting language is available at www.AskHYS.net/Administration www.AskHYS.net/Administration  You can use additional methods to notify parents and students, like automated telephone messages or email, but they do not replace the required methods Healthy Youth Survey 2014

12 3. Receive Survey Materials Healthy Youth Survey 2014 12  Check the box(es) of survey materials to make sure everything is there  Review the Survey Coordinator Checklist and Guidelines  Keep the following items for returning the completed surveys:  Box  School Packing Form  Return Shipping Label Surveys are shipped by school, so coordinators for multiple schools may receive them at different times

13 4. Inform Office Staff Healthy Youth Survey 2014 13  Inform your school office staff about the survey and give them the following materials:  The Information for Parent & Student flyer for parents or students to view  Copies of the Survey Booklets for parents to view (not students)  School Office Information and Student Opt Out List: Show staff how to use the List to record students whose parents excuse them from taking the survey

14 5. Select the Survey Date and Time Healthy Youth Survey 2014 14  Work with school administrators to set the survey the administration date during the week of October 13 th – 17 th  Take into consideration days on which groups of students may be missing due to:  Field trips  Sports  Band  Other

15 6. Arrange an Alternate Activity Healthy Youth Survey 2014 15  Plan an alternative activity for students who are not participating in the survey:  For example, silent reading at their desk

16 7. Prepare the Survey Materials Healthy Youth Survey 2014 16  Make sure you have the right survey forms  For 6 th Grade: Use Form C 7th graders in “small” schools also take Form C  For 8 th /10 th /12 th Grade(s): Use Form A and B if not asking any sexual orientation, behavior or abuse questions Use Form A-Enhanced and B if asking optional sexual orientation question only Use Form A-Enhanced and B-Enhanced if asking optional sexual orientation, behavior and abuse questions 9 th and 11 th graders in “small” schools take the same forms as that school’s 8 th /10 th /12 th grade (s)

17 8a. Create Sets of Materials Healthy Youth Survey 2012 17  Create a set of survey materials for each classroom administering the survey, including:  1 Answer Sheet Envelope  1 Survey Administration Instructions  1 survey booklet for each student  1 Resource List for each student (If You Need Some Help)  Extra No. 2 pencils  Contact DOH if you need any additional materials: 1-877-HYS-4111 or healthy.youth@doh.wa.govhealthy.youth@doh.wa.gov Healthy Youth Survey 2014

18 8b. Create Sets of Materials Healthy Youth Survey 2014 18  In 6 th grade classrooms:  Use the green Form C  In 8 th, 10 th and 12 th grade classrooms:  Use the blue Forms A* & Form B**  The survey forms you receive are “interleaved” (alternated A-B-A-B) so every other student receives a different survey  The survey questions are numbered differently on Forms A & B but they should take a similar amount of time to answer * Form A-enhanced is the same as Form A with one additional question * Form B-enhanced is the same as Form B with five additional questions

19 8c. Create Sets of Materials Healthy Youth Survey 2014 19  Make copies of Spanish materials if needed*  1 Spanish survey, with a matching English Survey Booklet and a Spanish resource list for each student taking the survey in Spanish * See the Survey Coordinator Guidelines for details on preparing the Spanish materials

20 9. Train Teachers to Administer HYS Healthy Youth Survey 2014 20  Train those that will administer the survey in their classrooms or other location:  Use Survey Administration PowerPoint slides, “Highlights for Survey Administrators”, available at: www.AskHYS.net/Registration/CoordinatorTraining www.AskHYS.net/Registration/CoordinatorTraining  Train administrators about 1 week prior to giving the survey

21 10. Notify Students Again Healthy Youth Survey 2014 21  Repeat an announcement to students the day before the survey:  In an assembly OR  In the classroom where the survey will be administered

22 11. Inform Teachers about Students on the Opt Out List Healthy Youth Survey 2014 22  Parents can notify the school if they don’t want their student to participate in the survey:  Pick up the Student Opt Out List from the office  Notify teachers if any of their students are excused from taking the survey and that they should participate in the alternative activity

23 12. Deliver the Survey Materials Healthy Youth Survey 2014 23  Distribute sets the of survey materials to the classrooms on the day of survey  Make sure the survey administrators have everything they need

24 13. Pick Up the Survey Materials Healthy Youth Survey 2014 24  After the survey is complete:  Pick up all the used and unused administration or survey materials from the classrooms  Keep the Answer Sheet Envelopes  Make sure all the information on the Answer Sheet Envelopes is correct  Recycle the rest of the materials  Consider shredding the Student Opt Out List

25 14. Mail Completed Surveys Healthy Youth Survey 2014 25  Pack the completed surveys in the box for return shipping in the following order:  Stack Answer Sheet Envelopes in the box  Place the School Packing Form on top of the stack  Add packing material if necessary  Place return label over original label on outside of box  Coordinators for multiple schools need to ship each school’s surveys in separate boxes.  Ship the surveys to Looking Glass Analytics by October 24 th.

26 Any Questions ? Healthy Youth Survey 2014 26  Visit the HYS website: www.AskHYS.netwww.AskHYS.net  Contact the State Department of Health: 1-877-HYS-7111 or healthy.youth@doh.wa.gov healthy.youth@doh.wa.gov  Contact Looking Glass Analytics: susan.richardson@lgan.com susan.richardson@lgan.com

27 Please Complete the Training Quiz Now Healthy Youth Survey 2014 27 To take the Quiz, go to: www.AskHYS.net/Registration/Training www.AskHYS.net/Registration/Training The link to the Quiz is at the bottom of the webpage. The Joint Survey Planning Committee greatly appreciates your assistance in coordinating the Healthy Youth Survey! Thank You!

28 PLEASE COMPLETE THE TRAINING QUIZ NOW! To take the Quiz, go to: www.AskHYS.net/Registration/CoordinatorTraining The link to the Quiz is at the bottom of the webpage. www.AskHYS.net/Registration/CoordinatorTraining The Joint Survey Planning Committee greatly appreciates your assistance in coordinating the Healthy Youth Survey! Thank You!

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